Turkey: Administrative Assistant

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Functional Responsibilities

Purpose and Scope of Assignment

Under the supervision of the Associate Support Services Officer, and in close collaboration with the Peace and Security Centre team based in New York, the Administrative Assistant's functional responsibilities include, but are not limited to the following:

Payment and processing support, focusing on achievement of the following results:

• Processing of Purchase Orders (POs) and requests for payments; reconciliation activities on purchase orders such as close and cancel PO’s.
• Maintain filing and archiving of documents for the office and in support of all payment processes
• Processing of travel and related expenses according to established procedures and practice
• Processing of requisitions, including adding or modifying requisition header, lines, schedule and distribution information; inquiries on requisitions details and activities; reconciliation activities on requisitions such as approval or cancellation

Human resources support, focusing on achievement of the following results:

• Leave and attendance monitoring for the team
• Tracking and monitoring of monthly and ad hoc HR payments, as requested by the support services team in Baghdad
• Provision of inputs to the preparation of administrative team results-oriented work plans.

• Providing regular and ad hoc assistance to the support services team on recruitment of personnel and other contracts processing

• Provides secretarial and office support,focusing on achievement of the following results:

• Screening, registering and routing of incoming correspondence and telephone calls for the office

• Responding to queries from stakeholders; provision factual information with regard to requests for services, system operation and procedures

• Organizing meetings’ logistics (audio/video conferencing).

• Ensuring that consumables are available and office equipment is well functioning

• Assist in procurement process of office supplies

• Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.

• Ensure compliance of operations with UNOPS rules, regulations, policies and strategies.

Competencies

Planning& Organization: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently;
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed;
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings;
Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client;

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession, actively seeks to develop oneself professionally and personally, contributes to the learning of colleagues and subordinates, shows willingness to learn from others, seeks feedback to learn and improve.

Education/Experience/Language requirements

A secondary school or high school diploma with minimum four (4) years of relevant experience is required, or A bachelor's degree in project management, public administration, business administration or related field with minimum two (2) years of work experience in related areas;

• Minimum of two (2) year experience working in the areas of administration, operations, support services and/or related field is required;
• Experience in personnel contract administration or finance or travel management is an asset;
• Good computer skills, including MS Word and Excel is required;
• Experience of ERP systems is an asset.
• Experience with UN/UNOPS policies and procedures related to administrative, HR and financial rules is highly desired;
• Fluency in both English and Turkish (written and spoken) is required.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level: LICA-4 (ICS-4)
Contract duration: 9 months, with possibility of extension depending on availability of funds and satisfactory performance
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Consideration

• This is a local position, therefore only nationals of duty station or applicants who are legally entitled to be employed in the duty station will be considered;
• Please note that the closing date is midnight Copenhagen time (CET);
• Applications received after the closing date will not be considered;
• Only those candidates that are short-listed for interviews will be notified;
• Qualified female candidates are strongly encouraged to apply;
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post;
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS;

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Vacancy Link: https://gprs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=10531